Legal Identity
Exact registered business name, DBA names, and legal entity type (LLC, C-Corp, S-Corp). Use the name on formation documents and tax returns to avoid mismatches.
A clear Business Visibility Document reduces administrative friction, supports consistent answers to third-party requests, and documents who can act on the company’s behalf. It helps avoid delays when onboarding partners, sharing records with regulators, or responding to tax or payroll inquiries.
Common users include internal teams and external requestors who need a verified snapshot of business identity and authority.
Exact registered business name, DBA names, and legal entity type (LLC, C-Corp, S-Corp). Use the name on formation documents and tax returns to avoid mismatches.
Employer Identification Number (EIN) and any state tax IDs. Include issuing agency and effective date to support payer verification and W-9 requests.
List officers or agents with signing authority, title, scope of authority, and date appointed. Note limits on amounts or contract types when applicable.
Main operational, accounting, and legal contacts with phone, email, and best hours. Indicate backup contacts for continuity.
Active licenses, registration numbers, and expiration dates. State where filed and whether renewals are pending to demonstrate current compliance.
Attach certificate of formation, operating agreement or bylaws, recent tax return excerpt, and any notarized power of attorney or resolution.
| Field | Configuration |
|---|---|
| Signature Authentication | Email link or SMS code; use stronger auth for high-risk transactions |
| Field Types | Signature, initials, date, dropdown, and conditional text fields |
| Conditional Logic | Show sections only when relevant to the signer or role |
| Retention Settings | Enable audit trail and export options (PDF/A recommended) |
Choose a platform that supports common formats, integrations, and required authentication levels.
Allow 2–5 business days for approvals before sending
Expect 3–14 days depending on recipient availability
RON or in-person notary may add 1–3 days
Regulatory filings vary; plan for vendor-specific timelines
Store signed copy immediately after execution
Assemble content and required attachments before review.
Legal or finance sign-off for accuracy and authority.
Signers complete signatures and any notarizations.
Deliver to recipients and save master with audit trail.
Optica standardized a one-page visibility record to speed partner onboarding and reduce back-and-forth vetting.
A regional real estate firm created a master visibility file to support leasing and vendor checks.